Executive Assistant

Qualification:

• B.Com/M.Com/BBA/MBA/ MCA/ B.E/B.Tech

Experience:

• 5-10 Years in Administration & Secretarial Activities

Desirable:

• Outstanding communications skills and initiative
• Quick professional with great time-management and multitasking abilities
• Proven experience as executive secretary or similar administrative role
• Proficient in MS Office
• In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry.
• Familiarity with reporting techniques
• Excellent organizational skill
• Integrity and confidentiality

Tasks

• The Executive Assistant provides high-level administrative support to the Executive Director with the day-to-day business of the organization including scheduling meetings and maintaining director's calendar, preparing correspondence, coordinating travel, other related functions.
• This individual exhibits a high level of professionalism and possesses excellent written and verbal communication skills and interpersonal skills to interact with donors, board members, clients and staff under the direction of the Executive Director.
• This individual is a self-starter, extremely organized and has a keen eye for detail and highly developed problem solving skills.
• To assist the President/Key persons and take on tasks that will allow the President/Key Persons to attend to other business needs.
• Arranging Board of Directors and management meetings (including client meetings) and minuting where required
• Comprehensive administration duties in support of the President, board and senior management team.
• Day-to-day management of the President s diary and meeting schedule and liaison with the Chair s diary
• Liaising with clients and philanthropists at a high-level on behalf of the Chair and President
• Setting up Business Planning meetings and coordinating all meetings in support of team efficiency; working with the President s and Head of Business Planning to ensure the team meets business planning targets
• Providing direct support for the Senior Management team as required, particularly in meeting business planning targets
• Updating the President on key organizational issues when he is out of the office
• Service the board including the production of agendas, minutes and key papers
• Prepare internal and external corporate documents for team members and industry partners.
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.) on behalf of President
• Dealing with the President s post and correspondence.
• Manage President's diaries.
• Set up meetings and appointments, organizing venues and hospitality for visitors etc.
• Document minutes of all meetings as advised by the President.
• Play a key role in the formatting and presentation of Company s corporate materials and documents.
• Minister letter drafting
• Follow-up on action taken
• HOD follow-up for work pending list
• Foreigner and investor travelling arrangement
• Website updation follow-up
• ERP follow-up correspondence lineup
• Preparation of annual report
• Dunsand bradseet impact report process
• Translation of work English to foreign language (brochures)
• Query from all department handling
• IR/PR coordination (parties searching and finalization of parties)
• Coordination of foreign recruitment agency
• Appointment of nri and foreign residents
• Application of various awards
• Oversee certification renewals
• CSR coordination oversee
• Participation on exhibition for promotions of products
• Content finalizing for article publishing
• Maintaining the company s records
• Arranging travel and accommodation for the President.
• Handle confidential documents ensuring they remain secure
• Any other duties appropriate to the post
• Be the point of contact between the executives and company employees/clients and manage information flow
• Oversee the performance of other clerical and administrative staff
• Act as an office manager by keeping up with office supply inventory
• Format information for internal and external communication - memos, emails, presentations, reports
• Screen and direct phone calls and distribute correspondence.
• Devise and maintain office filing system